Registered Ofiice Webel Bhavan, Block - EP & GP, Sector - V Bidhannagar, Salt Lake Kolkata 700091 Phone: 9133-2339-2228/226/327/316 'Fax: 9133-2357-1739/1708 email:
[email protected] NOTICE INVITING OPEN TENDER Notice Inviting e-Tender No. WEBEL/EOT/COM/16-17/00131 Dated: 13-04-17 For:
CUSTOMIZATION AND IMPLEMENTATION OF GST MODULE IN EXISTING ERP (MICROSOFT DYNAMICS NAV 2009 SP1) OF WBEIDC LTD. The DY. G.M.(COMMERCIAL) on behalf of WEST BENGAL ELECTRONICS INDUSTRY DEVELOPMENT CORPORATION LIMITED invites Tender for the work detailed in table bellow:- (Submission of Bid Through Online Only)
Brief Description of Work
CUSTOMIZATION AND IMPLEMENTATION OF GST MODULE IN EXISTING ERP (MICROSOFT DYNAMICS NAV 2009 SP1) OF WBEIDC LTD.
BID Opening Venue
Tender Document Money (Rs) [Non refundable]
Earnest Money Deposit (EMD) (Rs) [Refundable]
Rs.1,000 (In the form of DD duly pledged in favour of WBEIDC Limited )
Rs. 100,000 (In the form of DD / BG from a scheduled bank duly pledged in favour of WBEIDC Limited payble at Kolkata )
Last Date and Time of Bid Submission (Online)
TECHNICAL BID Opening Date and Time (Online)
28 April 2017 12:00 PM
02 May 2017 3:00 PM
WEST BENGAL ELECTRONICS INDUSTRY DEVELOPMENT CORPORATION LIMITED Webel Bhavan, Block - EP & GP, Sector - V Bidhannagar, Salt Lake Kolkata 700091
For Commercial Queries, Contact: Mr. Pratul Show, DY. G.M.(COMMERCIAL) E-Mail:
[email protected] For Technical Queries, Contact: Nirmal Ray, GM (TECH.) E-Mail:
[email protected]
Tender No. WEBEL/EOT/COM/16-17/00131 Dated: 13-04-17 For CUSTOMIZATION AND IMPLEMENTATION OF GST MODULE IN EXISTING ERP (MICROSOFT DYNAMICS NAV 2009 SP1) OF WBEIDC LTD.
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DATE & TIME SCHEDULE
Activity / Event Description
Date
Time
Pre Bid Conference
25 April 2017
3:00 PM
Submission of Bid(s)
28 April 2017
12:00 PM
TECHNICAL BID Opening
02 May 2017
3:00 PM
PRICE BID Opening
05 May 2017
3:00 PM
Tender No. WEBEL/EOT/COM/16-17/00131 Dated: 13-04-17 For CUSTOMIZATION AND IMPLEMENTATION OF GST MODULE IN EXISTING ERP (MICROSOFT DYNAMICS NAV 2009 SP1) OF WBEIDC LTD.
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NOTICE INVITING TENDER 1.
Final submission date & time In the event of e-filling, intending bidder may download the tender documents from the website https://wbtenders.gov.in directly with the help of Digital Signature Certificate. Necessary cost of tender documents (tender fees) may be remitted through Demand Draft issued from any Scheduled Bank in favour of "WBEIDC Ltd", payable at Kolkata and also to be documented through e-filling. Cost of Earnest Money (EMD) may be remitted through Demand Draft / BG issued from any Scheduled Bank in favour of "WBEIDC Ltd", payable at Kolkata and also to be documented through e-filling. The original Demand Draft / BG against tender fees, Earnest Money Deposit (EMD) or documents in support of Fixed Security Deposit (FSD) (scan copy of FSD should be uploaded for EMD exemption) should be submitted physically to the Advisor (Commercial), West Bengal Electronics Industry Development Corporation Ltd, Block - EP & GP, Sector-V, Salt Lake City, Kolkata-700091 under sealed cover on or before 28-04-17 12:00.
2.
Technical Bid submission with digitally signed The TECHNICAL BID is to be submitted duly digitally signed in the website https //wbtenders.gov.in
3.
Financial Bid submission with digitally signed The FINANCIAL BID is to be submitted duly digitally signed in the website https //wbtenders.gov.in
4.
Schedule details Submission of Technical Bid (if applicable) and Financial Bid will be done as per Time Schedule stated in this Tender Document.
5.
Price Bid/Financial Offer only if technical bid is qualified The price bid / financial offer of the tenderer / bidder will be considered only if the technical bid of the tenderer is found qualified by the Tender Evaluation Committee (TEC) of WBEIDC. The decision of the TEC will be final and absolute in this respect.
6.
Display of Technically qualified bidders on the website. The list of technically qualified bidders will be displayed on NITs website, https://wbtenders.gov.in.
7.
Scope of Work The scope of work should be as follows: THE DETAILS SCOPE OF WORK IS ATTACHED IN THIS TENDER DOCUMENT.
Tender No. WEBEL/EOT/COM/16-17/00131 Dated: 13-04-17 For CUSTOMIZATION AND IMPLEMENTATION OF GST MODULE IN EXISTING ERP (MICROSOFT DYNAMICS NAV 2009 SP1) OF WBEIDC LTD.
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SECTION A ELIGIBILITY CRITERIA 1.
System Integrator The Bidder/ASP/OEM should be a System Integrator. Statutory
2.
Experience on the related job area The bidder should have executed 1 single order of similar nature of jobs, particularly in IMPLEMENTATION OF GST MODULE of Rs.10,000,000.00 each or more at any or The bidder should have executed 2 single order of similar nature of jobs, particularly in IMPLEMENTATION OF GST MODULE of Rs.5,000,000.00 each or more at any or The bidder should have executed 3 single order of similar nature of jobs, particularly in IMPLEMENTATION OF GST MODULE of Rs.3,000,000.00 each or more at any Govt. Department / Quasi Govt. Dept / PSU / Board / Council/ Large corporate or similar organization in last 3 financial years. Govt. Department / Quasi Govt. Dept / PSU / Board / Council or similar organization in last 3 financial years. Work Order copies along with job completion certificate from the customer duly self-attested are to be submitted. Statutory
3.
Authorisation from OEMs Bidders with tender specific authorization(s) from OEM(s), strictly in our format given in ANNEXURE-MAF in this tender document for all the items (EXCEPT CABLES), are only eligible to quote. Such tender specific authorization(s) must authorize the bidders for supply, installation and comprehensive maintenance during the Warranty period. OEM(s) must accept their responsibility of supply, installation and comprehensive maintenance of services during warranty period as per ANNEXURE MAF. Statutory
4.
Unpriced Bill of Quantities Un-priced B.O.Q is to be submitted in company letterhead mentioning the name, make and model no. of all the items. Statutory
5.
Minimum Annual Turnover for the last financial year Turnover of the last Financial Year (2015 - 2016) should be Rs.15,000,000.00 or above (Copy of audited Balance Sheet & P/L A/c duly certified by CA is required as proof). Non-statutory
6.
Aggregate Annual Turnover Aggregate of Turnover of last 3 Financial Years (01-04-13 - 31-03-16) should be Rs.50,000,000.00 or above (Copy of audited Balance Sheet & P/L A/c duly certified by CA is required as proof). Non-statutory
7.
Company Profile & Article of Association The Bidder must submit detail profile of the company and Articles of Association in the specified area of the job mentioned in this tender. Non-statutory
8.
Incorporation certificate The bidder should provide the certificate of incorporation under Comapny Act 1956. Non-statutory
9.
No Consortium is allowed The Bids shall be submitted by only the Bidder; no consortium is allowed in this Bid. Declaration in this regard needs to be submitted. Non-statutory
Tender No. WEBEL/EOT/COM/16-17/00131 Dated: 13-04-17 For CUSTOMIZATION AND IMPLEMENTATION OF GST MODULE IN EXISTING ERP (MICROSOFT DYNAMICS NAV 2009 SP1) OF WBEIDC LTD.
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SECTION A 10 . NO PART BID ALLOWED Bidders have to quote all the items mentioned in tender document.No part bid will be accepted. Otherwise, the bid(s) will be treated as cancelled. Non-statutory 11 . Statutory Documents-PAN & IT Returns Copies of valid PAN along with I-T return documents, for Financial Year 2013 2014, 2014-2015, 2015-2016 are to be enclosed with the bid. Non-statutory 12 . Statutory Documents-PAN Only Copy of valid PAN Card must be submitted with the bid. Non-statutory 13 . Statutory Documents-VAT Copy of Registration Certificate for VAT is to be enclosed with the bid. Non-statutory 14 . Statutory Documents-Professional Tax Copy of Registration Certificate for Professional Tax must be enclosed with the bid. Non-statutory 15 . Statutory Documents-Service Tax Copies of Registration Certificate for Service Tax along with its return submission documents must be enclosed with the bid. Non-statutory 16 . Trade License Copy of valid Trade License is to be enclosed with the bid. Non-statutory 17 . Locations of Service Centres The bidder must have at least 1 registered service center for COMMUNICATION in KOLKATA, WEST BENGAL Supporting documents for existence of Service Centre(s) has to be attached with the tender document. Non-statutory 18 . Details of Office Locations The Bidder must have office(s) in KOLKATA, WEST BENGAL. (Copy of Trade License and contact details of the office(s), at the specified locations to be submitted along with the bid). Non-statutory 19 . Banned by Govt. or like organizations The bidder shall be required to give a declaration in their letter head that they have not been banned by any Government Agencies / Govt. Department / Quasi Govt. Dept / PSU / Board / Council or similar organization. If any Government Agencies / Govt. Department / Quasi Govt. Dept / PSU / Board Council or similar organization has banned the bidder and later on lifted the ban, the fact must be clearly stated. Non-statutory 20 . Minimum number of years of existence The bidding firm must be in existence for 5 years or more. (Documentary evidence has to be provided along with the bid) Non-statutory 21 . Additional Eligibility Criteria
Tender No. WEBEL/EOT/COM/16-17/00131 Dated: 13-04-17 For CUSTOMIZATION AND IMPLEMENTATION OF GST MODULE IN EXISTING ERP (MICROSOFT DYNAMICS NAV 2009 SP1) OF WBEIDC LTD.
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SECTION A THE SYSTEM INTEGRATOR MUST BE INVOLVED IN GST IMPLEMENTATION IN AT LEAST ONE ORGANIZATION IN INDIA ON MS DYNAMICS NAV IN SERVICE SECTOR. BIDDER MUST HAVE EXPERIANCE IN IMPLEMENTING AND CUSTOMIZING MS DYNAMICS NAV 2009 SP1 ERP IN SERVICE SECTOR IN INDIA. AUTHORIZATION FROM MICROSOFT IS REQUIRED FOR THESE. Statutory
Tender No. WEBEL/EOT/COM/16-17/00131 Dated: 13-04-17 For CUSTOMIZATION AND IMPLEMENTATION OF GST MODULE IN EXISTING ERP (MICROSOFT DYNAMICS NAV 2009 SP1) OF WBEIDC LTD.
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SECTION B INSTRUCTIONS TO BIDDERS General for e-Tender 1.
Registration of Bidder Any Bidder willing to take part in the process of e-Tendering will have to be enrolled & registered with the Government e-Procurement System, through logging on to https://etender.wb.nic.in . The Bidder is to click on the link for e-Tendering site as given on the web portal.
2.
Digital Signature Certificate (DSC) Each Bidder is required to obtain a Class-II or Class-III Digital Signature Certificate (DSC) for submission of tenders from the approved service provider of the National Informatics Centre (NIC) on payment of requisite amount. Details are available at the Web Site stated in Clause A.1. above. DSC is given as a USB e-Token.
3.
Search and Download The Bidder can search & download N.I.T. & Tender Document(s) electronically from computer once he logs on to the website mentioned in Clause A.1. using the Digital Signature Certificate. This is the only mode of collection of Tender Documents.
4.
Participation in more than one work A prospective bidder shall be allowed to participate in the job either in the capacity of individual or as a partner of a firm. If found to have applied severally in a single job all his applications will be rejected for that job.
5.
Exemption under NSIC Bidders who are registered with NSIC, UNDER SINGLE POINT REGISTRATION SCHEME for the TENDERED ITEMS are exempt payment of bid security and Tender Fees up to the amount equal to their monetary limit. A proof regarding current registration with NSIC for the TENDERED ITEMS will have to be attached and documented through e filling, otherwise the Bid will be treated as cancelled. In case of bidders having moneytary limit as "NO LIMIT", the exemption will be limited to Rs.50,00,000/- only as per existing policy of WBEIDC Ltd.
6.
Submission of Tenders Tenders are to be submitted through online to the website stated in Clause A (i). in two folders at a time for each work, one in Technical Proposal & the other is Financial Proposal before the prescribed date & time using the Digital Signature Certificate (DSC) The documents are to be uploaded virus scanned copy duly Digitally Signed. The documents will get encrypted (transformed into non readable formats).
Tender No. WEBEL/EOT/COM/16-17/00131 Dated: 13-04-17 For CUSTOMIZATION AND IMPLEMENTATION OF GST MODULE IN EXISTING ERP (MICROSOFT DYNAMICS NAV 2009 SP1) OF WBEIDC LTD.
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SECTION C GENERAL TERMS & CONDITIONS GENERAL TERMS AND CONDITIONS 1.
Disputes and Arbitrations In case of any dispute or differences, breach and violation relating to the terms of this agreement, the said dispute or difference shall be referred to the sole arbitration of Managing Director, WBEIDC Ltd. or any other person appointed by him. The award of the arbitrator shall be final and binding on both the parties. In the event of such arbitrator to whom the matter is originally referred to vacates his office on resignation or otherwise or refuses to do works or neglecting his work or being unable to act as arbitrator for any reason whatsoever, the Managing Director shall appoint another person to act as arbitrator in the place of outgoing arbitrator and the person so appointed shall be entitled to proceed further with the reference from the stage at which it was left by the predecessor. The Contractor will have no objection in any such appointment that arbitrator so appointed is employee of WBEIDC Ltd. The adjudication of such arbitrator shall be governed by the provision of the Arbitration and Conciliation Act, 1996, or any statutory modification or re-enactment thereof or any rules made thereof. The arbitration shall be held in Kolkata only.
2.
Deadline for Submission of Proposals Proposals will be received by WBEIDC at the specified address not later than 28 04-17 12:00 Hrs. WBEIDC may, at its discretion, extend this deadline. WBEIDC may also extend this deadline for any other administrative reason.
3.
Force Majeure Condition If the execution of the contract/supply order is delayed beyond the period stipulated in the supply order as result of outbreak of hostilities, declaration of an embargo or blockade of road, fire, flood or any such act of nature, then WBEIDC LTD may allow such additional time by extending the project execution timeframe as considered to be justified by the circumstances of the case and its decision will be final. If additional time is granted by the WBEIDC LTD, the supply order shall be read and understood as if it had contained from its inception the execution date as extended.
4.
Inclusion of freight & insurance Price quoted should be inclusive of freight & insurance upto the delivery locations.
5.
Formats and Signing of Proposals The original proposal shall be neatly typed and shall be signed by an authorized signatory / signatories on behalf of the Bidder. The authorization shall be provided by written Power of Attorney accompanying the proposal. The person or persons signing the proposal shall initial all pages of the proposal, except for un-amended printed literature. The proposal shall contain no interlineations, erase or overwriting. In order to correct errors made by the Bidder, all corrections shall be done & initialed with date by the authorized signatory after striking out the original words / figures completely.
6.
Governing Laws This Tender Document and the contract shall be governed by and interpreted in accordance with Laws in force in India. The courts at Kolkata shall have exclusive jurisdiction in all matters arising under the contract.
7.
Late Proposals Any proposal received by WBEIDC after the deadline for submission of proposals, as referred above shall not be accepted.
8.
Language of Proposal & Correspondence The proposal submitted by the Bidder should be in English language only. All the documents relating to the proposal (including brochures) supplied by the firm should also be in English, and the correspondence between the Bidder & WBEIDC will be in English language only. A duly signed formal copy must subsequently confirm the correspondence by Fax / e-mail.
9.
Non escalation of Price The price offers shall remain firm within the currency of contract and no escalation of price will be allowed.
Tender No. WEBEL/EOT/COM/16-17/00131 Dated: 13-04-17 For CUSTOMIZATION AND IMPLEMENTATION OF GST MODULE IN EXISTING ERP (MICROSOFT DYNAMICS NAV 2009 SP1) OF WBEIDC LTD.
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SECTION C 10 . Non-eligibility of bid by Webel Group Company No Webel group company allowed to bid in WBEIDC tenders, and bids will be summarily disqualified if received from any WEBEL group company. 11 . Availability of PAN Any quotation submitted without PAN of the vendor will be summarily rejected. 12 . Proposal Currency Prices shall be quoted in Indian Rupees, inclusive of all prevailing taxes, levies, duties, etc. 13 . Cancellation of PO WBEIDC Ltd. reserves the right to cancel Purchase Order if the agreed delivery schedule is not adhered to by the supplier. Any loss arising out of such delay in the supply of the equipment / service, shall be on the supplier account. 14 . Period of Validity of Proposals The price offers shall remain firm within the currency of contract and no escalation of price will be allowed. The quoted offer and / or rate must be valid for a minimum period of 180 Days from the date of opening of the tender. The tender inviting authority reserves the right for seeking extension of validity of offered rates from the successful bidder. Acceptance of such request during actual offer is however optional to the bidder. The price validity will remain unaltered irrespective of any reason including foreign exchange rate variation. Variation in statutory rate levied by Government will however be reflected for both reduction and escalation. 15 . Whom to report Reporting: You have to report to SRI ASHIS SASMAL, GM-FINANCE for ALL purposes. 16 . Schedule of the Tender The tender document shall be submitted on or before 28-04-17 12:00 Hrs. to Mr. Pratul Show 17 . Deduction of Tax at Source Deduction of all statutory and necessary Tax from each bill will be made as per Government Rules prevailing at the time of payment. The Company will issue necessary tax deduction certificate in due course of time. 18 . Opening of Tender The tenders shall be opened at the time set forth in the document. Bidders or their authorized representatives are invited to be present and to put their signatures on the records of tender opening as each tender is opened 19 . Withdrawal from Tender Any bidder may withdraw his tender by written request at any time prior to the scheduled closing time for receipt of tenders and not thereafter.
Tender No. WEBEL/EOT/COM/16-17/00131 Dated: 13-04-17 For CUSTOMIZATION AND IMPLEMENTATION OF GST MODULE IN EXISTING ERP (MICROSOFT DYNAMICS NAV 2009 SP1) OF WBEIDC LTD.
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SECTION D SPECIAL TERMS & CONDITIONS SPECIAL TERMS AND CONDITIONS 1.
Consignee Details Consignee Details: WBEIDC LTD. SALT LAKE, SECTOR-V, KOLKATA-700091
2.
Delivery time period ALL ITEMS must be delivered and installed within 4 WEEKS from the date of issuance of LOI.
3.
Delivery Locations Delivery/Installation location: WEBEL BHAVAN, SALT LAKE, SECTOR-V, KOLKATA-700091.
4.
Liquidated Damage As per the job mentioned in the tender document; In the event of failure to meet the job completion in stipulated date/time liquidated damage may be imposed on the Vendor(s) for sum equivalent to 1.00% of the contract value for each week or part thereof, subject to a ceiling of 5.00% of the contract value (including all taxes & duties and other charges). In the event of LD exceeds 5.00% of the order value, WBEIDC reserves the right to terminate the contract and WBEIDC will get the job completedby any other competent party. The difference of cost incurred by WBEIDC will be recovered from the earnest money deposited / PBG / Invoice submitted by the vendor (as applicable).
5.
Payment Authority Payment sanctioning authority: MD, WBEIDC LTD
6.
Payment Terms Payment will be made on submission of bills along with the receipted Challan & successful installation certificate from the END CUSTOMER. Payment will be released within 30 days after receiving payment from the end customer.
7.
Security Deposit Successful bidder will have to submit a performance bank guarantee within 14 DAYS of issuance of LOI, amounting 10% total ordered value in the format given in the tender document for a validity period of 60 DAYS more than the warranty period (1 YEAR from the date of final acceptance of the end customer) of the quoted items.
8.
Service Level Agreement Service Level: Resolution time should be 24HRS.. If not resolved within 24HRS., a penalty of 0.5% of equipment cost per daywill be levied and will be adjusted against the balance payment/PBG held with WBEIDC Limited.
Tender No. WEBEL/EOT/COM/16-17/00131 Dated: 13-04-17 For CUSTOMIZATION AND IMPLEMENTATION OF GST MODULE IN EXISTING ERP (MICROSOFT DYNAMICS NAV 2009 SP1) OF WBEIDC LTD.
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BOQ, TECHNICAL SPECIFICATIONS & DELIVERY LOCATIONS SL. No.
1
Description / Specification
Qty
Implementation of GST module
UOM
1
Job
Delivery Location
HO (KOL)
on existing ERP (Microsoft Dynamics NAV 2009 SP1)
Delivery / Service Location Details Location Code HO (KOL)
Location Address Webel Bhavan, Block - EP & GP, Sector - VBidhannagar, Salt LakeKolkata700091
Tender No. WEBEL/EOT/COM/16-17/00131 Dated: 13-04-17 For CUSTOMIZATION AND IMPLEMENTATION OF GST MODULE IN EXISTING ERP (MICROSOFT DYNAMICS NAV 2009 SP1) OF WBEIDC LTD.
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COMPLIANCE SHEET SL. No.
1
Description / Specification
Implementation of GST module
Qty
UOM
1
Job
Offered Specification
Compliant (Yes/No)
Deviation Details (if any)
on existing ERP (Microsoft Dynamics NAV 2009 SP1)
Tender No. WEBEL/EOT/COM/16-17/00131 Dated: 13-04-17 For CUSTOMIZATION AND IMPLEMENTATION OF GST MODULE IN EXISTING ERP (MICROSOFT DYNAMICS NAV 2009 SP1) OF WBEIDC LTD.
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Tender No. WEBEL/EOT/COM/16-17/00131 Dated: 13-04-17 For CUSTOMIZATION AND IMPLEMENTATION OF GST MODULE IN EXISTING ERP (MICROSOFT DYNAMICS NAV 2009 SP1) OF WBEIDC LTD.
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Tender No. WEBEL/EOT/COM/16-17/00131 Dated: 13-04-17 For CUSTOMIZATION AND IMPLEMENTATION OF GST MODULE IN EXISTING ERP (MICROSOFT DYNAMICS NAV 2009 SP1) OF WBEIDC LTD.
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Tender No. WEBEL/EOT/COM/16-17/00131 Dated: 13-04-17 For CUSTOMIZATION AND IMPLEMENTATION OF GST MODULE IN EXISTING ERP (MICROSOFT DYNAMICS NAV 2009 SP1) OF WBEIDC LTD.
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Tender No. WEBEL/EOT/COM/16-17/00131 Dated: 13-04-17 For CUSTOMIZATION AND IMPLEMENTATION OF GST MODULE IN EXISTING ERP (MICROSOFT DYNAMICS NAV 2009 SP1) OF WBEIDC LTD.
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Tender No. WEBEL/EOT/COM/16-17/00131 Dated: 13-04-17 For CUSTOMIZATION AND IMPLEMENTATION OF GST MODULE IN EXISTING ERP (MICROSOFT DYNAMICS NAV 2009 SP1) OF WBEIDC LTD.
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Tender No. WEBEL/EOT/COM/16-17/00131 Dated: 13-04-17 For CUSTOMIZATION AND IMPLEMENTATION OF GST MODULE IN EXISTING ERP (MICROSOFT DYNAMICS NAV 2009 SP1) OF WBEIDC LTD.
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Tender No. WEBEL/EOT/COM/16-17/00131 Dated: 13-04-17 For CUSTOMIZATION AND IMPLEMENTATION OF GST MODULE IN EXISTING ERP (MICROSOFT DYNAMICS NAV 2009 SP1) OF WBEIDC LTD.
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Tender No. WEBEL/EOT/COM/16-17/00131 Dated: 13-04-17 For CUSTOMIZATION AND IMPLEMENTATION OF GST MODULE IN EXISTING ERP (MICROSOFT DYNAMICS NAV 2009 SP1) OF WBEIDC LTD.
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Tender No. WEBEL/EOT/COM/16-17/00131 Dated: 13-04-17 For CUSTOMIZATION AND IMPLEMENTATION OF GST MODULE IN EXISTING ERP (MICROSOFT DYNAMICS NAV 2009 SP1) OF WBEIDC LTD.
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Tender No. WEBEL/EOT/COM/16-17/00131 Dated: 13-04-17 For CUSTOMIZATION AND IMPLEMENTATION OF GST MODULE IN EXISTING ERP (MICROSOFT DYNAMICS NAV 2009 SP1) OF WBEIDC LTD.
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Additional Terms & Conditions of Request for Proposal (RFP) For Implementation of GST (Goods and Services Tax) in Microsoft Dynamics NAV 2009 SP1 and Support
West Bengal Electronics Industry Development Corporation Ltd. Ref: Date: April 2017
Fact Sheet Item
Description
Method of Selection
L1 bidder who will qualify the eligibility criteria
Date of RFP issuance
13-04-2017
Last date for Submission of PreBid Queries
24-04-2017
Pre-Bid Conference Time,
3.00 PM 25-04-2014 at Sisir Mitra Hall,
Date, & Venue
Webel Bhavan
Issue Clarifications/Corrigendum
All the queries should be received on or before the prescribed date & time, through email only with subject line “
- Pre-Bid queries - GST in ERP”.
of 26-04-2015
Last date and time for 28-04-2017 12.00 NOON Bid/Proposal submission (on or before) Date and time for Opening of Technical Bids.
02-05-2017 03.00 PM
Language
Proposals should be submitted in English only.
Bid Validity
Proposals must remain valid up to 60 (Sixty ) days from the actual date of submission of the Bid.
Currency(ies)
Currency in which the Bidders may quote the price and will receive payment is INR only.
Name and Address for Name: Ashis Sasmal, General Manager (Finance) Communication, seeking Email: [email protected]: +91-33-23392-209 clarifications & submission of Address: Webel Bhavan, Block - EP & GP, Proposal Salt Lake, Sector - V, Kolkata - 700091
1
Introduction
1.1 Definitions Owner: West Bengal Electronics Industry Development Corporation Ltd. System Integrator: Shall mean, the agency that provides all necessary supplies and services for the successful implementation of the Integrated Solution Request for Proposal (RFP) / Tender Document: Shall mean, written solicitation that conveys to the Bidder, requirements for products/ services that the Owner intends to buy and implement. Bid / Proposal: Shall mean, the offer by the Bidder to fulfil the requirement of the Owner for an agreed price. It shall be a comprehensive technical and commercial response to the RFP. Successful Bidder: Shall mean qualified & Successful in the bidding process and is given the award of Work. Project Go-Live sign-off : Defined as successful implementation of GST in existing ERP About the Initiative Objective of this assignment is to implement a GST (Goods and Services Tax) changes in existing ERP solution that is being used at WBEIDCL and implement associated solutions so as to conform to the statutory requirements of GST Implementation undertaken by Government of India. The Owner has been using Microsoft Dynamics NAV 2009 SP1 as ERP for Projects, HR& Payroll and Finance and accounts process automated into ERP. The Owner will share the various high level GST scenarios document as starting point and expects system integrator to bring GST related functional and technical expertise with respect to MS Dynamics NAV 2009 SP1 and undertake the overall GST implementation. 1.2
Approach for Selection of System Integrator
The Owner has already implemented Microsoft Dynamics NAV 2009 SP1. As the scope consists of overall GST implementation in the said ERP solution, owner has decided to invite Microsoft's partners who have experience in implementing and supporting Microsoft Dynamics NAV products as system integrators. Selection of SI would be based on predefined criteria and same has been illustrated separately. One SI is eligible to submit only one proposal. Functional modules in scope are Finance, Human Resource, Realty Management, Payroll, Project Management and Oracle Identity Management.
1.3 Tentative Implementation Plan The Owner proposes the below timelines for the project. The Bidder may propose changes, if required, in the below plan without exceeding the overall time frame for the entire project. The Owner reserves the right to accept or reject the proposed changes in the project plan -
Weeks starting 1st April 2017 Sr No Project Deliverables 1 Requirement Gathering & Sign off 2 GST deployment and Development 3 System Integration Testing 4 UAT and Signoff 5 Go Live 6 Post Go Live Support
W1 W2 W3 W4 W5 W6 W7 W8 W9 W1 W1 W1 M1 M2 M3 0 1 2
2 Roles & Responsibilities of Stakeholders 2.1 Responsibilities of WBEIDC The role of the Owner in the successful implementation of project includes discharging the following responsibilities: 1. Mobilize appropriate personnel from the Owner organization in the project team. 2. Facilitate the training programs when conducted in the Owner’s premises by the bidder and other agencies to the extent of providing the venue for training, projection/viewing of training material. 3. In order to facilitate the smooth functioning and able administration of the initiative, the Owner shall on a reasonable effort basis, provide support for the infrastructure and material inputs required from the Owner (directly required under the project/initiative). 4. Owner will provide the following facilities to the successful bidder Office seating space, Network connectivity, Internet for Project Team. 2.2
Responsibilities of System Integrator (SI)
The responsibilities of the SI would be to execute all the activities mentioned in the Scope of Work for System Integrator. 3
Scope of Work for System Integrator
The Owner has already implemented MS Dynamics NAV 2009SP1 solution. As the scope consists of overall GST implementation in MS Dynamics NAV 2009SP1 solution, owner has decided to invite Microsoft’s partners who have experience in implementing and supporting MS Dynamics NAV 2009SP1 as system integrators. Selection of SI would be based on predefined criteria and same has been illustrated separately in annexure. The Owner intends to implement GST related statutory configuration and changes including deployment and development if required as per GST Model Law by Government of India. The implementation would encompass a setting up GST installation of MS Dynamics NAV 2009SP1, deployment including releases required for GST, configuration third party add-ons as well as interface & integrate with Owner’s relevant legacy applications (using industry standard tools & technology) as the case may be duly approved by owner, and would cover the Functional, Technical, Geographical, & detailed scope mentioned in the following sections that would be required for GST features. 3.1
Installation of Environment for implementation of GST in MS Dynamics NAV 2009SP1
The Bidders will be responsible for the following: 1. The bidder will be responsible for installing, configuring and commissioning environment for GST related ERP implementation and disaster recovery planning as per the requirements provided in this document. 2. Current MS Dynamics NAV 2009SP1 solution at the WBEIDC’s premises has production, development and test landscape. Only one server is there as the database server. Bidder will be required to undertake desired installation work with respect to above landscape including hardware administration (if any) before implementation and post go live. 3. The Owner has setup its LAN and WAN infrastructure including network, security and connectivity to each location and bidder will be required to utilise the same networking infrastructure for GST implementation in MS Dynamics NAV 2009SP1 ERP application.
3.2
Customization and Implementation of GST in MS Dynamics NAV 2009SP1 & Support
Some of the important activities / deliverables during this phase would be: 3.2.1 Phase Deliverables The deliverables for this phase will include signed off documents covering but not limited to the following Sl. No.
Project Deliverables Requirement Document covering:
1
Overall Organization design
Process charts / flow diagrams outlining broad processes and sub-processes for each GST Impacted business functions
Key objects structure definition (e.g. Project No. X---XX-XXXX)
Procedure for key structure allocation
Checks and controls for processes
Roles and responsibilities for processes
System configuration document outlining 2
Definition of user profile for all functional areas
Definition of Master / Transaction data structures
Definition of parameters for system configuration for all application modules and reporting tool(s)
Standard reports for each function / module
Customization areas with details of customization scope
Technology configuration document outlining: 3
Detailed Technical architecture of GST solution in ERP
Interface with external systems
3.2.2 GST Deployment and Development During this phase of project, the Bidder will configure the application as per the requirement document prepared in the previous phase of the project. The Bidder team will carry out the required customization of application to meet the requirements as per the documented processes. The Bidder should populate sample master data in the system and configure the data integration and interfaces. Some of the important activities / deliverables during this phase would be: 3.2.2.1 Customization / Custom developments The Owner prefers to have product standard functionalities in the Solution. However, bidder shall do customization / Custom developments of all the identified Gaps in meeting the desired Functional requirements of the bidder which cannot be meet by the configuration of standard
product features. Bidder should take the prior approval from the Owner before doing the customization / custom development. Wherever customization / custom development is required and undertaken after approval from the owner, the bidder shall hand over the source code of the same and document the details of customization and custom development and appropriately update the Business blueprint document and related training material. The title, rights and IPR (Intellectual Property Rights) over such customization will be passed on to the Owner. Preferably, changes should be kept as minimal as possible to the ERP core modules. This is important to ensure that future upgrades, enhancements and bug fixes are not impacted. Customization / custom development over standard ERP must follow well-defined methodology. A brief description of the methodology employed when doing customization / custom development should be included in the response to the Tender Document. At minimum, every request for customization / custom development must be documented in a pre-defined format. Every customization / custom development must be documented in terms of the person developing, the reference request in response to which it is being developed, the script and other technical specifications. Basic guidelines with respect to all customization / custom development, naming convention etc. must be agreed with the Owner well in advance of commencing any effort. In addition, the bidder is required to train the Owner Core/ Technical Team members on the methodology of building custom bolt-on, so that the Owner can take up the additional development as and when required. 3.2.2.2 Delivery of Reports & Business intelligence After identification of the reports for development during the Blue print phase, the bidder shall verify whether standard reports or its variants shall meet the requirement. It is expected that custom reports need to be developed if the standard reports & its variants available in the Solution does not meet the Owner’s specific requirements. These reports would include those, which would extract and present information already in the database in a specified format or could require some intelligence/ calculations built into it. Development of custom reports must follow well-defined methodology. A brief description of the methodology employed when developing custom applications/ reports should be included in the response. At minimum, every request for development of custom report must be documented in a pre-defined format. Every custom report development must be documented in terms of the person developing the report, the reference request in response to which the report is being developed, the report script and other technical specifications. Basic guidelines with respect to all custom report formats, naming convention etc. must be agreed with the Owner well in advance of commencing any customization effort. In addition, the successful bidder is required to train the Owner’s Core/ Technical Team members on the methodology of building custom reports, so that the Owner can take up the additional development as and when required. 3.2.2.3 Interface / Integration development Bidder shall develop all the identified Interfaces/Integration as per the requirements mentioned in various sections of this RFP, Functional requirement specification document to achieve the desired Business benefits. 2.2.3
System Integration Testing and UAT deployment
2.2.3.1 Unit Testing Bidder should test the realized processes along with the Owner’s team within the functional domain and record the necessary test data, testing plan and the output. Any developments that are part of functional domain process activities also need to be tested and recorded. Any changes necessitated shall be corrected and retested. Bidder should maintain and submit the test log to the owner at the end of Unit testing phase. Note: It is must for the bidder to ensure and confirm that all existing ERP functionalities and features before GST changes, will be working in desired satisfactory manner. This is highly important and necessary condition for the bidder to ensure during implementation and confirm the same by undertaking necessary testing in unit testing phase. 2.2.3.2 Integration Testing The Bidder should define the Integration test scripts along with the Owner’s team. These test scripts will be used for testing based on review and approval of Owner’s project team. The Bidder should populate sample master data in the system along with the Owner’s team. The Bidder shall undertake the testing of the data conversion and migration to the new system, as part of system integration testing along with the Owner’s team.
The Integration testing will be done jointly by the bidder’s team and the Owner’s core team and record the test plans, test data and outputs for each activity. Any changes necessitated shall be corrected and retested.
2.2.3.3 Phase Deliverables The deliverables for this phase will include signed off documents covering but not limited to the following: Sl. No.
Project Deliverables Customization / Custom development report
1
Functional requirements met through customization Standards followed for customization Version control mechanism and current version information
2
Source code of Customizations / Custom development
3
Updated Requirements Document & training documents (to be made available in central knowledge management portal).
4
Internal (to Bidder) test result reports for system tests
5
Test Plans / Scripts and Test procedures for unit testing and integration testing
6
Test result reports for unit testing, Integration testing, and User Acceptance Testing
7
Issue closure report indicating compliance to the issues identified during testing
8
System acceptance report with sign-off from Core team members
9
End-user documentation / manuals System user manuals Process charts with roles and responsibilities
2.2.4
UAT and Signoff
2.2.4.1 User Acceptance Testing The Bidder shall facilitate the users to test and validate the system. The Bidder must ensure that the failures are tracked to resolution in a timely manner. The Bidder must track the following controls in the UAT phase 2.2.4.1.1 2.2.4.1.2 2.2.4.1.3 2.2.4.1.4 2.2.4.1.5 2.2.4.1.6 3.2.5
Test scripts must be complete Ensure test scripts encompass every permutation and combination of business scenarios Make sure test scripts are end-to-end; include scenarios that cross-over modules Ensure test results are documented with sufficient detail to recreate the exact transaction When issues are fixed, consider regression testing Sign-off on test scripts and retain for audit purposes
Go-live
Bidder should prepare and agree with Owner, the detailed plan for Go-Live. The Bidder should define and agree with Owner, the criteria for Go-Live and the timelines for the same. The Bidder along with Owner’s team shall undertake conversion and migration of transaction data, master data and cut-over data from the existing MS Dynamics NAV 2009SP1 ERP Masters and transactions if required. The Bidder shall ensure that target date for go live i.e. 1st July 2017 for GST implementation in the ERP system will have to be met as per statutory requirements and detailed plan and deployment strategy to be prepared and approved with owner. Based on approved plan, bidder shall undertake deployment for Go-Live. Some of the important activities / deliverables during this phase would be: 3.2.5.1 Manual preparation The Bidder shall prepare System administration, User manual & other required documents in adequate detail for use by appropriate level of user to use system effectively. The manuals must be exhaustive and shall contain detailed, step by step instruction for smooth access to, operations in and exit from the system 3.2.5.2 Configuration Bidder shall ensure the configuration of the relevant modules of the ERP solution for the business requirements mentioned in High level Functional specifications provided in Annexure 3.1 Requirement documentation signed off with the Owner will be treated as final baseline for the overall scope of work. 3.2.5.3 End User Training The Bidder shall also provide hands on training to the end users as per Section 6.4. The training should be role based so that the users are confident of executing their responsibilities post implementation. 3.2.5.4 Black-out Period The Bidder shall plan so that black-out is minimum and should not extend beyond 48 hours. 3.2.5.5 Master Data Preparation Bidder shall carry out the following activities related to Data migration strategy along with Owner’s
team: 3.2.5.5.1 Mapping existing data with ERP system data structures 3.2.5.5.2 List of data to be migrated with details of granularity (transaction level or consolidated) 3.2.5.5.3 Data conversion procedures (manual, tool based) 3.2.5.6 Cut-over data migration strategy Bidder shall carry out activities related to cut-over data migration strategy along with Owner’s team. 3.2.5.7 Production Deployment Post sign of from the Owner, Bidder will deploy the GST related changes into Production. 3.2.5.8 Phase Deliverables The deliverables for this phase will include signed off documents covering but not limited to the following Sl. No.
Project Deliverables Communication plan for end-user communication during Go-Live
1
Target end-users Areas of communication (e.g. support system, revised process details, etc.) Channel of access for communication (e.g. contact person, phone number, email ID, etc.) End-user Training plan
2
3
Training courses, mode of training, venue of training and schedule of training List of participants Trainer details Schedule and Criteria for Go-Live (for each module / functional area) Parameters to be considered for Go-Live Sign-offs required for Go-Live
4
3.2.6
Definition of cutover strategy and plan
Post Go-Live Support
3.2.6.1 Post Go-Live Support During Post Go-Live support period of 6 months from the date of G.S.T. became effective and ERP is operational with business transactions, the Bidder shall provide for the following: 3.2.6.1.1 Any bugs and issues arising out of said GST and related implementation in ERP 3.2.6.1.2 L1, L2,L3 support for all ERP Modules implemented at WBEIDCL 3.2.6.1.3 Support to Owner’s users through provision of access to hot-line / telephone 3.2.6.1.4 Logging and resolution of problems through deployment of onsite personnel. 3.2.6.1.5 Assistance with recovery from operator errors, system errors for transactions in ERP; 3.2.6.1.6 Operational assistance with special processing events (end of year close off, tax reporting etc.) including GSTN submission 3.2.6.1.7 Enhancement & Bug fixing.
3.2.6.1.8 The bidder shall provide the disaster recovery plan which will be used in case of a disaster. The bidder shall also include minimum 4 DR drills in a year (1 Drill in a quarter). 3.2.6.1.9 The Owner has implemented backup solution using Symantec Back Exec 2012 for its systems and the bidder is required to use the same infrastructure for ERP system backups and consider this as regular task and shall undertake as part of AMS The Support services under this period shall be provided to the Owner at no additional cost to the Owner. Note: Scope of this Post go live support (L1, L2, L3 for all Live MS Dynamics NAV 2009SP1 ERP Modules) for 6 months would have to be considered as part of Implementation of GST in MS Dynamics NAV 2009SP1 ERP 3.2.6.2 Help Desk Support Bidder is required to create and maintain a dedicated onsite Help Desk (One person Full time) that will resolve problems and answer questions that arise from the use of the ERP solution as it is implemented. This will come into existence from Project Go-Live which is defined as successful implementation of GST Changes. The help desk support to users shall be provided for all Owner working days from 10:00 AM to 6.45 PM Monday to Friday and 10 to 5.30 PM for First Saturday of the month. The details regarding telephonic support will be carefully considered, as this will have effect on the support response to Owner system end-users. The Bidders response and resolution time will be the basis for end-user support time in Owner’s service level agreements with the Bidder. SLA Exclusions: The time lost due to any of the following causes shall not be included in calculating “Resolution Time”: Time lost due to power or environmental failures Time taken to recover the equipment because of power or environmental failures. Time taken for scheduled maintenance/troubleshooting (including backup and restore times) either for preventive purposes or improvement in function or other purposes. Time taken for reconfiguration or other planned downtime situations. Scheduled shutdowns as required by Owner. The Bidder may also request Owner for a shutdown for maintenance purpose, which request will not be denied unreasonably by Owner. In the event Owner’s users are not defining the severities, the Bidder’s team will analyze the problem and will set appropriate severity to the problem. In case if the Bidders support team does not agree with severity defined by Owner’s user then all such disagreements will be discussed with Project Manager from Owner. Other key factors to be addressed will be as follows: The escalation procedure for handling significant issues. The channels for contacting the help desk (telephone, toll-free number, email, etc.). Quality and responsiveness of help desk personnel (this may be ascertained from client satisfaction survey data from the bidder’s existing client base if available or through direct conversations with reference customers).
4
Payment Schedule
Sl. No.
Milestone
% of amount to be paid
1.
Advance on award of RFP
10%
2.
Requirement Gathering Signoff
10%
3.
User Acceptance Testing and Signoff
20%
4.
Go Live
30%
5.
Post Go-Live after 6 months of satisfactory support
30%
The payment for the Support would be made monthly at the end of each month post receipt of Monthly invoice from the successful bidder. Monthly invoice must have to be raised with approval from the Project Manager of the WBEIDCL. 5
Scope of work for Implementation of GST and related changes in MS Dynamics NAV 2009SP1 ERP
GST Enablement A. Phase 1 - As Is Study and Impact Analysis ► Discuss, Identify and Capture the existing application landscape ,processes/functions enabled in the system where taxation is involved ( procurement, sales, Services, finance, Personnel & Administration etc.), user locations for solution footprint, number of users involved and reporting/analytical tools involved ► Identify and capture the existing 'As-is' solution configurations to gain an understanding of the application functionality/feature changes envisaged ► Receive inputs from the process team for applicable business processes for: i. Changes in existing business process and ii. New processes introduced ► Receive inputs from the Tax team for: i. Taxation impact on business processes and ii. Reporting and compliance requirement ► Identify impact on system configurations: i. Tax Regimes ii. Tax Codes iii. Tax Rates iv. Credit Claim procedures v. Standard and Customized Tax Reporting vi. Chart of Account Values vii. Accounting Hierarchy and Groupings viii. Ledgers if any enabled for Multi-GAAP Reporting ix. Security and Cross Validation Rules x. MIS Reporting xi. Inbound and Outbound interfaces from external applications and xii. Data extracts required for uploads on GSTN ► Identify and understand additional/new configurations required to enable system provided GST Solution on Tax codes, rates, Tax regimes and association with the business processes
►
Identify, assess and agree on the gaps for mapping requirements and undertake fit gap analysis through custom development/enhancement to the system application
B. Phase 2 - Solution Design ► ►
►
►
►
Develop blueprint and migration plan of system including integration with GSTN Prepare a detailed mapping of the application offered GST Solution with applicable business processes clearly depicting: i. Flow amongst the activities of various business processes ii. Activities to be executed manually and activities to be executed within the system iii. Prepare GST Implementation Check List Prepare the functional design for the customizations/development needed for meeting the requirements (e.g. interface with GSTN, GST Tax Code Mapping).The document to clearly list down the objective, the logic to be used and operational instructions for performing activities via custom component Prepare technical design document detailing the database tables, procedures, packages, schemas and their inter-linkages, custom logic, application registration and execution instructions. Assess, discuss and finalize the data migration elements involved, reconciliation methodology and reconciliation approach to be adopted
C. Phase 3A - Realization ► ► ► ► ► ► ► ► ► ► ► ► ►
Program manage the implementation of proposed changes as per the solution design document Carry out the configuration changes as proposed in the GST solution design document (refer above sections A & B) Changes in COA and/or creation of new GL accounts for CGST, SGST & IGST Redesigning of Business Places in system as per the compliance needs of GST Carry out developments required in System reports due to change in Tax. Carry out developments in custom objects impacting due to GST implementation No. of custom objects relevant to GST enablement are considered as 50, which will consists of reports, forms, enhancements, upload programs and interfaces to GSTN Give functional inputs for creation of purchase register, sales register and any other required reports as per GST compliance. Creation of Test Scenarios and Test Scripts Unit Testing of configuration & development changes Integration testing of all impacted process Facilitate User Acceptance Testing (UAT) Training to Business Users regarding the changes using train the trainer approach
D. Phase 3B - Final Preparation ► ► ► ► ►
►
To Move Transport Request to Production system To carry out migration of actual data in Production system Migration of Open items based on the new Solution design Document & Migration Strategy documents. Carry Forward of available input credit to be adjusted with GST output as per the Indirect Tax input. Carry out Cutover Activities in terms of – o Timely Back up of production server o Transport requests to production o Master Upload in production o Open item migration Conduct the go-live of new GST enabled system
E. Phase 4 - Post Go-Live support ► ► ► ►
Provide 6 months of post go-live support from the date of GST became effective for start of according business transactions for the new GST enabled system Set up the help desk for bug resolution, if any Identify bugs if any and suggest remediation Extended support to business users for trainings & system process understanding
Key Deliverables ► ► ► ► ► ► ►
Solution Design Document Configuration Document Test scripts Migration Strategy Document User Module Source Code Any other important document which needs to be handed over.
Signature Not Verified Digitally signed by PRATUL SHOW Date: 2017.04.13 18:44:36 IST Location: West Bengal
